Organizing a party but feeling overwhelmed at the thought of hiring equipment? Here are some tips on how to make sure your event goes smoothly.
One thing you need to remember is that there’s no such thing as too many chairs. Everyone should have somewhere comfortable and convenient to sit down while they chat, eat or drink with friends.
If you’re planning dinner for 100 guests then one table might not be enough! It would probably work better in this case to have two long tables so people can fit together more comfortably; it also means less walking around which will save energy (and avoid accidents).
We’ve covered the basics in the following article, so check out our must-have list when it comes to party equipment hire.
Catering equipment for food cooking and heating
In general, you need a kitchen or other area where food is cooked and/or heated. If your event involves providing hot drinks for example, then these will be catered in from an external source (unless you have the time to make them yourself).
The best thing about catering is that you can do it from the comfort of your own home. Whether this means a potluck at work or hosting an entire event, there’s no need for expensive equipment to be brought in and set up with all its cords and power outlets. All one needs are some pots, pans, knives – basic furniture really!
For those who prefer to use catering services, there’s a range of options available. One can rent someone with their own van and cooking equipment or food warmers for hire, or one could work with an established business that provides food at the venue on arrival. These businesses will often have professional chefs in addition to staff members that set up tables and chairs for you.
Tables, chairs and linen
Rent chairs and tables to accommodate everyone comfortably. The amount will depend on the size of your venue but it is always better to have more than less! You can rent these separately or together.
Table and chair rentals also offer a tablecloth or table covers for each and for the food service which gives an attractive table layout. There are available chair covers too. But if you are hiring a catering company, they will take care of these for you.
If you are on a tight budget, consider using low-cost alternatives such as hay bales, benches, and trestle tables for an outdoor party.
Crockery, cutlery and glassware
You need these for food service as well as in preparation for drinks and finger foods, sweets, or anything you may add that requires a drink to accompany it.
Consider whether you will need these items, glassware hire for example, for the entire event or just part of it and what quantities are needed. If you have a budget, try looking into renting only as much crockery, glassware and cutlery that is absolutely necessary.
Crockery etiquette can be a confusing topic to navigate. To avoid any confusion, contact the equipment rental company or venue coordinator for guidance on what type of crockery is appropriate for your event.
A proper set of dishes should have four pieces: dinner plates, salad/dessert bowls and soup/cereal bowl (plus whatever additional items are needed for your specific occasion). Crockery varies in size from country to country so make sure you ask about how much space they will take up before making final decisions!
Equipment for Cooling and Heating
It is important to keep your guests comfortable on an outdoor event so you will need to provide heating for the winter and air-conditioning in the summer.
You should have the perfect heating and cooling equipment for any party:
- water coolers to keep your drinks cold on a hot summer day
- mobile cold rooms if you need somewhere special outside where it is not too sunny or windy
- pedestal fans which are great for keeping guests standing in front from feeling overly warm during the event (and they also look good!)
If there’s anything else you need, chances are high that whatever your needs may be will already be part of a company’s extensive inventory.
Audio visual equipment and lighting
Audio visual equipment is a crucial component of any event and will help you set the tone and mood of your event.
The audio system should be able to play music, sound effects, and voice announcements in addition to projecting visuals such as PowerPoint presentations or images from your smartphone. Always test your equipment several hours before your party to avoid unforeseen technical mishaps, especially with important guests.
The light rig will provide illumination for the room where you’re holding the party or gathering so make sure you have party equipment with enough lighting by renting party lights.
Red carpets and stages
A red carpet event will set the mood at your party as it is a sign that you are expecting VIP guests. You can opt for artificial turf hire too if you want to create a more open area and classic feel.
If you intend to have speakers, DJs or other performers on stage, make sure they look professional with top-of-the-line lighting and sound.
If you are not sure how to set up the equipment, it’s best that you check with stage hire professionals who have experience in setting up these types of party equipment.
You’ll want to get a portable toilet for all of the guests. Find one that is big enough or hire two or more, if needed, so you won’t have to worry about your guests piling up in your event.
We hope this article has been helpful to you in your planning process! If you need assistance with party equipment, don’t hesitate to call us at Allwell Hire. We specialize in helping people like you plan parties and events, whether it’s a birthday or an anniversary celebration, we will help make sure everything goes smoothly for you.
Looking for a venue? Take a look at our guide to marquee hire.